The goal in any mailing is to get the best response rate, no matter if you’re a non-profit, governmental organization, or for-profit company. Setting up your company’s postal platform and outbound strategy, content, files, and implementation plan correctly means money well spent and better engagement with each recipient, every time.
Why Use BRM (Business Reply Mail)
If you are mailing out a survey or some other communication with a call to action for the recipient to mail back a response, you could include a pre-paid envelope. This practice has shown that return rates overall are greater and a recipient’s time to reply is shortened when providing a pre-paid return envelope.
Another option is to include a full-rate stamp on a #9 return envelope to make replying easier. Of course, you can always leave an envelope without postage, but that requires the individual to add their own stamp. This is likely to reduce response and result in fewer replies.
Making these decisions comes down to the response rate for your mailing. One key metric to consider before you get started is benchmarking the desired return on investment (ROI). It’s important to ask the question, “What is 1 response worth to me?” Is it worth the investment to attain a Business Reply Mail (BRM)? It is not as costly as one might think.
USPS Knowledge Matters
When planning your next direct mail campaign or annual plan, it’s essential to collaborate with a trusted print and mail vendor, such as Metro Presort, that has experience working with the USPS. They can easily help you navigate the USPS rules and regulations to ensure things are done correctly to meet your expectations. Not all mail is viewed as equal and often requires a review and approval by the local Postal Master. This can take up to two weeks! Having help to navigate the design-to-mailbox process will save you time, delays, and money every time.
Postal Permits
A mailing permit is permission to use a certain postage payment method for commercial mailings. The permit can be used for outbound mail or for managing your Business Reply Mail returned mail. For an example of how permits work for outbound mail, refer to our article, “Applying Postage to a Mailpiece.” If you decide to apply as a best practice we suggest working with a trusted mailing vendor. Establishing a Postal Permit account with USPS allows organizations to mail outbound or receive BRM communications with less friction.
There is no fee or application necessary to mail with precanceled stamps or a postage meter. There is a fee to apply for a permit to mail with a permit imprint. This one-time fee covers the setup of your permit imprint account. The permit imprint application fee is due when you turn in your application for a permit imprint. When you have a permit account with the USPS, it’s like having a bank account with them that you fund to pay for postage. But unlike a bank, once the account is funded it can only be used for postage needs and not withdrawn back into cash.
To establish an account, an organization must first complete USPS Form 3615. Typically, you will need to take this form, along with two pieces of ID, to your local post office, which will manage your return mail. Once the USPS approves your application, the account must be funded, allowing the post office to debit your account for outbound mailings and any returned pieces. They will design the artwork for the envelope. Your mailing vendor can then use the artwork supplied by the USPS to print your envelopes.
Permit accounts are easy to work with once in place, and the local USPS staff are helpful throughout the process. If your account runs out of money, the post office will hold your mail until you replenish your funds. At that point, any held mail will be released. The right print and mail partner is often a key component in ensuring the pieces come together for a successful mailing each time.
Understanding Fees
There are costs/benefits associated with a permit that your mailing partner can explore for you and calculate. The current USPS fee schedule, as of October 2025 (of course, subject to change), offers options for consideration:
- $370 annual fee
- This keeps the account active with the USPS and allows for return mail (letters and flats).
- $1,080 annual fee
- If you plan to receive more than 1,000 pieces per year, you can reduce your processing fee, offering a lower overall expense.
Here are some examples of costs to take into consideration as to whether the $1,080 annual fee makes the most sense for your annual mailing volumes:
1-ounce Standard Rectangular Mail
- With a permit: $0.78 per piece plus $0.154
- Without a permit: $0.78 per piece plus $1.23
1-ounce Flat
- With a permit: $1.63 per piece plus $0.154
- Without a permit: $1.63 per piece plus $1.23
Parcel
- With a permit: $0.154 per piece
- Without a permit: $1.23 per piece
Self-mailer with a return postcard included
- With a permit: $0.61 per piece plus $0.154
- Without a permit: $0.61 plus $1.23
Metro Presort maintains a strong knowledge base and customer service team to navigate all the variables associated with direct mail and presort projects. Our staff of mailing experts prioritizes a strong relationship with local USPS offices, stays up on changing prices, regulations, mailing promotions, and other resources to support our customers’ mail projects. Our goal is to help our clients stay on budget, meet deadlines, and effectively engage recipients through the mail. Reach out today for help setting up a Business Reply Mail.